FORT WAYNE ALLEN COUNTY AIRPORT AUTHORITY REQUEST FOR PROPOSALS

Transcription

1

2 FORT WAYNE ALLEN COUNTY AIRPORT AUTHORITY REQUEST FOR PROPOSALS PROPERTY AND CASUALTY INSURANCE BROKER SERVICES I. Introduction A. General Information The Fort Wayne Allen County Airport Authority (the Authority) is soliciting proposals from experienced insurance agents to provide insurance broker services to the Fort Wayne Allen-County Airport Authority (the Authority). The Authority owns and operates the Fort Wayne International Airport, Smith Field Airport, and the Fort Wayne Aero Center. Details of the desired services are further outlined in the Scope of Work below. The services will be effective for the policy renewal in June, It is the desire of the Authority to name a broker as an agent of record for a one-year period with four one-year renewal options. Preference will be given to Agencies who have experience with aviation insurance and preference will also be given to those who have insured airports of similar size or larger and have binding authority with their insurance carriers. At the Authority s option, agencies who insure municipalities that include police, fire, public works and sanitation departments also may be considered. The Agent who sells and administers the policies must have at least 10 years commercial property and casualty insurance experience. The airports and the Aero Center are governed by the Fort Wayne-Allen County Airport Authority which is a municipality in the State of Indiana. The Authority is directed by Scott Hinderman, an accredited airport executive and a staff comprised of approximately 72 full-time and 20 part-time employees. The Fort Wayne International Airport (FWA) is a non-hub airport with 359,051 enplanements in FWA has one main terminal which is currently serviced by Delta, American, United, and Allegiant with service to Atlanta, Detroit, Minneapolis, Dallas/Fort Worth, Chicago, Philadelphia, Charlotte, Punta Gorda/Fort Myers, Tampa/St. Pete, Phoenix/Mesa, Myrtle Beach, and Orlando/Sanford. The facility has recently completed various terminal renovations and car rental facility upgrades. The mission of FWA and SMD is to provide the highest level of service to all customers while managing risk, facilitating development, providing efficient facilities, and practicing financial stewardship that contributes to the overall economic vitality of the region. At FWA, the air carriers have 100% responsibility for passenger handling, baggage handling, and aircraft maintenance. The Transportation Security Administration (TSA) has 100% responsibility for security checkpoint screening. The Authority maintains its own property (real and personal) and maintains its own equipment, including motor vehicles, except for major maintenance and repairs. The Authority Page 1 of 6

3 employs its own aircraft rescue and fire-fighting and EMS personnel (ARFF) and law enforcement personnel as well as maintaining a comprehensive safety and loss control program. The Authority does not own or operate any aircraft. Effective January 1, 2016, the Authority assumed operations of the Fort Wayne Aero Center which is the exclusive fixed base operator (FBO) at FWA. The Aero Center operates at its newly constructed facility at 4401 Altitude Dr. There is a fuel farm that stores the fuel for both the airlines and general aviation aircraft serviced by the Aero Center. Employees of the Aero Center are responsible for fueling the commercial airline aircraft. The mission of the Fort Wayne Aero Center is to serve the commercial and general aviation community with quality products and services at fair prices. With an emphasis on customer service and integrity, the FBO will add value to the airport and provide a concierge-level experience to all guests. There are multiple buildings at the airport complex to include a public safety facility, maintenance complex, Air Trade Center, aircraft hangars, and other service related buildings and structures. All are owned and insured by the Authority; owned by the Fort Wayne International Air Trade Center Building Corp. and leased and insured by the Authority; or owned by tenants under long term leases on Authority land. Smith Field Airport (SMD) is situated on 236 acres of land approximately 5 miles north of downtown Fort Wayne and serves Northeast Indiana s general aviation community. Managed by the Fort Wayne-Allen County Airport Authority, Smith Field offers a variety of services, including: pilot supplies, restrooms, full and self-serve fuel, T-hangar rental, Tie-downs, courtesy vehicle, AWOS, Pilot Controlled Lighting, flight planning computer, and more. To be considered for these services, an original and four (4) copies of a sealed proposal must be received at the offices of the Fort Wayne-Allen County Airport Authority, Suite 209, 3801 W. Ferguson Road, Fort Wayne, IN 46809, by 5:00 pm Eastern Daylight Time on January 13, The outside of the proposal should be clearly marked as RFP for Insurance Broker Services. Questions regarding proposals should be directed to Laura Hakes at (260) , or via to hakes@fwairport.com. The deadline for receipt of questions is Thursday, January 5, Responses to questions will be issued via addendum and will be posted on the Authority s website. B. Scope of Work The agency will be expected to perform the following services for the Authority: 1) Conduct an assessment of the Airport and its facilities; 2) Develop an understanding of the Airport s areas of exposure and implement strategies to address such exposure; 3) Evaluate Authority s existing insurance policies and loss experience; 4) Apply your understanding of the Airport s risk exposure and recommend and propose changes to the existing policies; 5) Market, negotiate and implement insurance policies for the Authority considering the Airport s risk exposure and loss experience; Page 2 of 6

4 6) Implement an annual renewal program and an account analysis and present such data to the Authority; 7) Provide daily account management; 8) Provide claims management including but not limited to processing and monitoring of claims, assisting with claims investigation, and evaluation of settlement options; 9) Provide certificates of insurance to parties of interest as needed; 10) Provide advisory services and reporting by monitoring the insurance companies, their ratings and market conditions; 11) Provide a qualified Risk Manager to assist the Authority on an as needed basis. 12) Any additional services that the Agent or Agency may believe to be necessary based on the Authority s structure and operation. The following are minimum criteria in order for your firm s proposal to be considered by the Authority: 1) Agent is licensed to do business in the State of Indiana; 2) Agent name, address and contact information (phone, , etc.); 3) Certification and warranty that Agent has successfully provided commercial property and casualty insurance services for at least the last ten (10) consecutive years; 4) Evidence of a minimum of five (5) years of experience of managing accounts similar in scope and size to the Authority - plus references from at least four of their largest accounts; 5) Proof of professional liability insurance (Insurance Agent & Agency E&O) protecting the Agent, Agency and its clients for no less than $5,000,000 Each Occurrence; 7) Agent must answer all questions in proposal format, Section II.A. below. Agent may include such other documents to support their qualifications and that of their agency. Key Milestone Dates for the RFP: RFP Release December 27, 2016 Vendor Questions Due January 5, 2017 RFP Due Date January 13, 2017 Conduct Interviews (if needed) Week of January 30, 2017* Award Contract February 13, 2017* Contract Start Date March 1, 2017* *These dates are anticipated dates and are subject to change. II. Proposal Evaluation Process A. Proposal Format The proposal that the vendor will submit shall contain, at a minimum, the following information: Section 1-Agency & Agent Qualifications Page 3 of 6

5 A. Provide a brief overview of your Agency, including mission statement, business model, and ownership structure. B. Provide a summary of your expertise in placing Property/Casualty Lines of Insurance. C. Provide a brief description of any specializations within your firm which you feel our organization would benefit from. D. Describe your client/customer base, including total number of clients, as well as your total number of full-time employees. E. Please describe your experience and expertise with clients in our business sector. F. Provide your annual customer retention rates. G. Please provide us with the number of errors or omissions (professional claims) that have ever been filed against you or any person, to the best of your knowledge, who may be handling any of our insurance related matters. Also include a brief explanation of the each claim. Section 2-Agent Qualifications A. Agent name, address, and contact information B. Evidence that the Agent is licensed to do business in the State of Indiana. C. Certification and warranty that the Agent has successfully provided commercial property and casualty insurance services for at least ten (10) consecutive year. D. Proof of professional liability insurance (Insurance Agent & Agency E&O) protecting the Agent, Agency and its clients for no less than $5,000,000 Each Occurrence. E. Evidence of a minimum of five (5) years of experience of managing governmental or airport clients similar in scope and size to the Authority - plus references from at least four of their largest accounts. F. Description of the personal book of business, including, at a minimum, the following: o Number of accounts the Agent is responsible for o Types of accounts o How the Authority s account compares in size and scope to the other clients Section 3-Team Structure and Services Provide a Client Service Team Organization Chart. For each member of the team provide: A. Roles and Responsibilities B. Office Location C. Biography D. Number of Accounts Handled E. Tenure with your firm F. Will any of your Agency Principals be assigned to service our account? G. Describe your Agency s philosophy regarding the structure of your client service teams. How are corporate resources organized and delivered? Section 4-Insurance Marketing Strategies and Approach A. Describe your approach to developing underwriting and marketing strategies to competitively secure the best coverage at the most reasonable costs for the Authority. B. Outline your firm s approach to obtaining quotations for specified programs, responding to underwriter s questions and providing additional data as requested. C. Provide how your firm analyzes underwriter s quotations. How do you ensure the accuracy and conformity with requirements? Page 4 of 6

6 D. If a limited number of firms quote a certain line of insurance, what resources and information does your firm have available to you to ensure the pricing is consistent and competitive with similar risk profile organizations. E. Describe your approach to negotiating changes and refinements in the quotation for the benefit of the Authority. How do you keep your client informed of the alternatives and communicate recommendations? Section 5-Loss Control Services A. Describe your resources and expertise in the area of Loss Control/Loss Prevention/Safety Services. B. How many full-time Loss Control Professionals are on the staff of your servicing office (not third party providers)? C. How do these Loss Control Professionals keep abreast of Loss Control Methods and techniques in the marketplace? D. Will you assign a dedicated Loss Control representative to our organization? E. How do you coordinate with the insurance carrier s Loss Control professionals? Section 6- Claim Services A. Describe your resources and expertise in the area of Claims Management. B. How many full-time Claims Professionals are on the staff of your servicing office (not third party providers)? C. Will you assign a dedicated Claims Representative? D. How do these Claims Professionals keep abreast of Claims Methods and techniques in the marketplace? E. Do you maintain Claims Attorneys on staff? Section 7-References Please provide the names of five client references. Provide clients with similar exposures to our organization that are located within 200 miles of Fort Wayne, Indiana. A. Contact name, title and phone number. B. The services you provide. C. How long you have represented them. D. Do any members of the proposed service team service these clients? Section 8- Agent Compensation Fees and Commissions: A. Please describe your firm s method of compensation (Fixed or percent based) for the placement of insurance policies and the provision of the other services outlined herein. B. Does your firm charge for Risk Management services? If so, how are fees computed? C. Are there other potential charges besides those outlined above? If so, please describe them. Section 9-Additional Information Describe any additional services that you provide to your clients not addressed in this document. Are such services included in your base service fee or are they provided for additional fee? Page 5 of 6

7 Section 10-Agent Acknowledgment Agent acknowledges that the information supplied by Agent in response to this RFP is true and correct, and further acknowledges that Authority will rely upon that information in accepting Agent Response. In the event that Authority determines that the information supplied by Agent is not correct or is materially misleading, Agent understands and agrees that Authority may revoke its acceptance at any time during the first year of the relationship. In such event, Agent agrees that it shall not be entitled to any fees for services provided (whether or not such services are the subject of the incorrect or materially misleading information). This provision shall survive and not be superseded by any subsequent agreements entered into by Agent and Authority. Signed: Date: Print Name: Title: Agency: B. Evaluation Process Proposals will be evaluated and ranked on the basis of the written material submitted. Evaluation criteria will be related to the following and weighted as shown: Compliance with the mandatory qualification criteria (Pass/Fail) Demonstrated qualifications and experience of the agency/firm (25%) Qualifications and Background of the Agent and Project Team (25%) Agent Compensation (20%) Marketing Strategies and Available Services (30%) The Authority may at its discretion select a short list of the top rated firms for a formal presentation to the evaluation team. If determined to be needed, presentations will take place at the Fort Wayne International Airport the week of January 30 t h, III. Terms and Conditions The Authority will execute an agent of record agreement with the selected agent/agency, the conditions to be negotiated upon award and acceptance. In the event that any terms in the negotiations become a barrier to contract execution, the Authority may proceed to the next highest ranked Offeror for contract consideration. In compliance with the State of Indiana public record laws, all proposals will be available for public inspection after award. Trade secrets and proprietary information submitted by an Offeror in connection with a proposal shall not be subject to public disclosure provided the Offeror invokes the protection of this section upon submission of the proposal. The specific area or scope of data and materials to be protected must be identified and the reasons for their protections stated. An all-inclusive statement that the entire proposal is proprietary is unacceptable. A statement that costs are to be protected is prohibited and may result in the rejection of your proposal. Page 6 of 6